Help Guide
📖 Documentation

Everything you need
to get started

Turn any notes, recordings or files into structured insights and professional emails — in seconds.

🎙️ Voice Recording
📝 Paste Notes
📄 Upload Files
✉️ Generate Emails
🗺️ Journeys
✨

Getting Started

Three simple steps to your first email

1

Add your notes

Choose how you want to get your content into NoteToMail:

📝
Paste notesType or paste any notes directly into the text box
🎙️
Record a meetingUse the built-in voice recorder — no extra software needed
📄
Upload a fileUpload an audio, video or text file for automatic transcription
2

Choose your mode

📝 Manual Mode

  • Uses your notes exactly as written
  • No AI analysis applied
  • Best for short, structured notes

🤖 AI Mode

  • Automatically analyses your notes
  • Extracts key points & actions
  • Identifies decisions & risks
  • Best for longer or messy notes
3

Click Generate Email

Your ready-to-send email will appear. You can then:

📋
Copy to clipboard
⬇️
Download as a file
📧
Open directly in Gmail, Outlook or Yahoo
🎙️

Recording a Meeting

Record directly in the app — no extra software needed

1

Click Start Recording

Grant microphone permission when prompted by your browser.

2

Speak clearly

Talk naturally. NoteToMail will capture everything said during the meeting.

3

Click Stop

When your meeting ends, stop the recording.

4

Wait for transcription

Your audio is automatically converted to text — usually within 10–60 seconds.

💡Long recordings take longer to process. A 1-hour meeting may take up to 2 minutes to transcribe.
📂

Uploading Files

Support for audio, video and text files

You can upload existing recordings or documents directly into NoteToMail.

Supported file types

.txt .mp3 .wav .mp4

What happens after upload

1

File is transcribed

Audio and video files are automatically converted to text.

2

Notes appear automatically

The transcribed text fills the notes area for you.

3

AI analysis runs

If AI Mode is enabled, analysis begins immediately after transcription.

⚠️Maximum file size: 100MB. Files larger than this will not upload. Split long recordings if needed.
🧠

AI Analysis

Deep understanding of your content — not just a rewrite

When AI Mode is ON, NoteToMail analyses your content and extracts structured insights — automatically. The output depends on the type of content you provide.

🗣️ For meetings & business notes
Summary
Key takeaways
Decisions made
Action items
Risks identified
Suggestions
📚 For lectures, training & research
Topic identified
Summary
Key points
Suggestions
💡AI analysis works best when your notes include clear decisions, named people, and specific actions. The more structured your input, the richer the output.
🔍

Ask My Notes

Have a conversation with your own content

Ask My Notes lets you ask questions about your notes before generating an email. The AI answers using only the content you've provided.

Example questions you can ask:

💬
"What are the risks mentioned?"
💬
"What actions were assigned and to whom?"
💬
"Was this a productive meeting?"
💬
"What decisions were made?"
💬
"Summarise the key points in 3 sentences."
💡Use Ask My Notes to check the AI understood your content correctly before generating the final email.
🗺️

Journeys

Your meetings as one story, not six separate ones

A Journey groups related saved meetings — a client relationship, a project, an interview process — so you can see how the conversation developed instead of reading each meeting on its own.

⚠️Journeys are built from saved meetings. Meeting storage is off by default, so turn it on in your dashboard first, then save the meetings you want to include.

Creating a Journey

1

Turn on meeting storage

In your dashboard, switch meeting storage on. Nothing already recorded is uploaded retroactively.

2

Save the meetings

Click Save on each meeting you want in the Journey. The transcript, analysis and generated email are kept together.

3

Create the Journey and add them

Go to Meetings → Journeys, create a Journey, and add the related meetings in the order they happened.

What a Journey shows you

✅ On every plan, Free included
Timeline of the meetings in order
Overview of themes across the Journey
Outcome tracking — achieved, not achieved, pending or unknown
Reading effectiveness and coaching panels, where assessment evidence already exists
⭐ Pro only
Learn — assesses the meetings and builds the evidence the coaching panels read
Ask a Journey — question every meeting at once
Compare across the Journey
Deeper Journey Intelligence analysis
💡Reading is free; generating is Pro. The effectiveness and coaching panels are not paywalled — but the assessment evidence they read is produced by Learn, which is Pro. A Free account that has never run Learn will see those two panels empty.

Journey limits

🆓
FreeUp to 2 Journeys, with up to 6 meetings in each, and up to 6 saved meetings in total.
⭐
ProUnlimited Journeys, unlimited meetings per Journey, unlimited saved meetings.
💡Limits apply when you create something new. If you reach one, the Journeys you already have stay readable and you can still record outcomes on them — you just cannot create more until you upgrade.
🌍

Translate Notes

Record in any language, email in professional English

1

Select a target language

Choose from 40+ supported languages in the language dropdown.

2

Click Translate Notes

Your notes will be translated and the email will be generated in your chosen language.

💡Particularly useful for international teams, multilingual meetings, or non-native English speakers who want to communicate professionally in English.
✉️

Generate Emails

Choose your tone and format before generating

Before clicking Generate Email, customise how your email should be written:

Tone

Formal Friendly Executive

Format

Summary Follow-up Action-focused

Then click Generate Email — your email will appear ready to send, copy or download.

📊

Understanding the Output

What the Meeting Quality Score means

After AI analysis, you'll see a Meeting Quality Score out of 100. This gives you a quick sense of how much useful content was in your notes.

Score is calculated based on:

Number of action items
Decisions captured
Clarity of notes
Risks identified
💡A low score usually means your notes were short or lacked clear decisions and actions — not that the meeting was bad!
⚠️

Common Issues

Quick fixes for the most frequent problems

❌ "No speech detected"

The recording may have been silent, or your microphone was muted. Check your microphone permissions in your browser settings and try again.

❌ Partial or incomplete transcript

This usually happens with very large files or poor audio quality. Try splitting long recordings into smaller parts, or re-record in a quieter environment.

❌ No insights generated

Your notes may be too short or lack clear actions and decisions. Try adding more detail — bullet points with named people, specific decisions and actions work best.

💡

Best Practices

Get the most out of NoteToMail

🗣️
Speak clearly

When recording, speak at a normal pace and avoid talking over others.

🔇
Reduce background noise

Record in a quiet space for the most accurate transcription.

📋
Use bullet points

Structured notes with bullet points produce better AI analysis than long paragraphs.

✅
Include decisions & actions

Explicitly state who owns each action and what was decided for the best email output.

🎯
State key outcomes

End your notes with a short summary of what was agreed to help the AI draft a better closing.

🌍
Use your native language

Don't worry about writing in English — record or write in any language and NoteToMail handles the rest.

🔒

Usage Limits

What's included in each plan

🆓 Free Plan — £0

  • 30 AI minutes / month
  • 100 AI calls / month
  • Voice recording, file upload and online calls
  • Recordings up to 120 minutes
  • AI analysis and email generation
  • Ask My Notes (single meeting)
  • Up to 6 saved meetings
  • Up to 2 Journeys, 6 meetings per Journey
  • Journey timelines, overviews and outcome tracking
  • 40+ languages

⭐ Pro Plan — £13.99/month or £139/year

  • Everything in Free
  • 3,000 AI minutes / month
  • 5,000 AI calls / month
  • Unlimited saved meetings and Journeys
  • Unlimited meetings per Journey
  • Learn and evidence-based coaching
  • Ask a Journey, Compare and Meeting Search
  • Pro HD transcription for online calls
  • Cancel anytime
💡Check your remaining quota at any time in your Dashboard. You'll be notified when you're close to your limit. Annual billing is £139 for the year — about 17% less than paying monthly.
🆘

Support

We're here to help

Still need help?

If something isn't working or you have a question not covered in this guide, our support team is ready to help.

✉️ Contact Support

support@notetomail.com